Managing Agreement Contacts in Docs

Overview

Docs supports the creation of party-level Documentation, Billing, and Trading Contacts, for inclusion on agreements.  All users set up in the system will be automatically available in the list to select as a contact, but Admins can also create non-system users as contacts. 

Managing Contacts

Documentation, Billing, and Trading Contacts are maintained at the Party level, and may be viewed and edited by party Admins within the Manage Parties page.  Contacts may be assigned either at the Master Party level, or customized based on the Party Roles (Customer, Trader, Executing Broker, Clearing Broker) as needed.

To manage contacts at the Master Party level, select the desired entity through the Users & Parties> Manage Parties page, then select the "Master Party Settings" link on the left. 

Within this section, navigate to the bottom of the page to the "Agreement Contacts" section. All users with party-level Agreement Viewer permissions or greater will be displayed, with those specifically assigned as Agreement level Party Contacts shown under the "Party Contacts" header. Users may be assigned as Documentation, Billing, and Trading Contacts - including support for multiple contact roles assigned to a single user - by selecting the contact checkbox corresponding to a desired role and user row.

If a non-system user needs to be set up as an agreement contact, a Docs Admin may select the 'Add Contact' button in the upper right corner of this section, fill in the details, and Save. 

The Search Contacts tool allows for quick navigation to a specific user, to review and edit configuration as needed. 

Party Role Specific Permissions

Party preferences, including agreement contacts, can be set up for the party as a whole, or for specific party roles. If preferences are set at the party role level, these settings will override any master preferences set up. 

To set up agreement contacts at the party role level, first, select the role to be changed on the left under "GUA Service" and then select the "Override Master" toggle button.  Once "Override Master" has been selected, the ability to set up agreement contacts at the party role level will appear. NOTE: When the  "Override Master" button is selected, all party preferences have to be set up at the party role level, this includes Agreement Preferences and Billing Details.

You can revert back to master party settings again by selecting "Use Master Preferences." Depending on your needs, you can choose to set up party preferences for a single party role, or for all. If you choose to set it up for a single party role, the remaining roles will continue to use the master party preferences.

Editing Contact Details

Admins may edit user contact details by selecting the blue and white arrow icon next to the contact name.  This shortcut opens the Manage Users page for the specified user, in which an admin may edit contact details. 

Non-user Contacts will display a contact-only icon to the left of the name field, however may be edited similar to User profiles, by selecting the edit/pencil icon to the right of the name.

Creating a Non-User Contact

In addition to assigning contact roles to system users, Admins may also create contacts for Agreements who are not Docs users. This is done by selecting the "Add Contact" button, and providing the desired contact information to the Add Contact form. 

Once a non-user contact has been created, it may be assigned Contact roles through the workflow outlined above in the "Managing Contacts" section. 

If a non-user contact should be removed from the available contact list, simply select the edit (pencil) icon to the right of the non-user contact name. The contact details window will pop up, and "Delete" can be selected.